Qualtrics help & support

Yes, you can!

• Click on the survey name under ‘My Projects’
• If there are already responses to the survey, you will see a warning that editing the survey could invalidate the results.
• You can make changes to question text such as fixing a typo or add additional questions or answer choices. Qualtrics recommends that you avoid changing a question type or deleting a question or answer choice.

Yes, just be sure you include a required question for ‘Email Address’ in your survey. Then create a trigger that sends an email with the responses.

• Click on the survey name under ‘My Projects’
• Click ‘Survey Options’ (left nav)
• ‘Post-Survey’ > ‘Manage Email Triggers’
• ‘Edit triggers’
• In the message box, click the option to insert piped text {A}
• Select your Email Address question. It will insert the code that will pull out the email address from each survey. Cut and paste that into the ‘To Email Address’ field
• Specify your reply to address, subject and message text.
• Check the box ‘Include Response Report’

Once a survey is submitted, the automatic response will be sent to the email address provided. It will include the response report (the responses as well as some details about their response including IP address and date/time submitted.)

See the Qualtrics trigger settings help page for more information.

Yes, you can specify both the date and time for your survey to open and close.

• Click on the survey name under ‘My Projects’
• Click ‘Survey Options’
• Check the box for ‘Survey Expiration’
• Enter the start and end date/time for your survey.

Yes, the default email trigger is to send whenever a survey is submitted by Qualtrics also offers advanced features including the ability to send the email when certain criteria is met. For example, you can have an email notification sent whenever a user answers ‘Yes’ to question ‘would you like to be contacted with more information.’

• Click on the survey name under ‘My Projects’
• Click ‘Survey Options’ (left nav)
• ‘Post-Survey’ > ‘Manage Email Triggers’
• ‘Edit triggers’

See the Qualtrics trigger settings help page for more information.

If the respondent starts a survey, leaves, and comes back to the same browser, they will be able to continue where they left off.

• Under the Partial Completion setting in Survey Options, you can choose how long to wait before partially completed surveys are closed and data is recorded.
• The default time the system waits to collect responses is “After 1 week” but this can be changed to a different period or to not collect partial responses.
• If you do collect partial responses, you can view them through a separate section in the View Results tab.

Internal Collaborators: You can grant access to other members of the Maastricht University so that they can edit, distribute or view the results of your survey. Only the survey owner (creator) can add collaborators.

Locate the survey in the ‘My Projects’ section.

• Click on the drop-down arrow to the right of the project block and click on ‘Share Project’
• Search for and locate the person you want to add (Via their username or full email address in the format name@maastrichtuniversity.nl or name@student.maastrichtuniversity.nl)
• Select their name and then check off the access you want to grant them (edit, view reports, etc.)

IMPORTANT: In order to be added to a survey, a user needs to create their Qualtrics login. This happens the first time they login to the system. – using the Qualtrics Online Library webpage to login: https://library.maastrichtuniversity.nl/apps-tools/qualtrics/#get-started-with-qualtrics

External Collaborators: If you want to collaborate on your survey with an external researcher, this researcher must first obtain a UM account. Please check this with HR in your Faculty/Service Centre. If you want to collaborate on a project belonging to an external (non-UM) Researcher, please contact the researcher at the external organisation for access rights.

While Qualtrics doesn’t have a specific flag for clinical trials, you can use the survey name to distinguish them.

There are two types of survey names in Qualtrics:
Survey Name (top left): This is used for internal organization and appears in lists and CSV exports.
Survey Name (displayed to participants): This is the name participants see.

For multi-year surveys or recurring surveys, we recommend:
Labeling multi-year surveys: Use “LONG-TERM SURVEY – Name of the survey.”
Using survey templates: Create templates for recurring surveys in the Library and copy them as needed.

This approach ensures clear identification and efficient management of different types of surveys within Qualtrics.
Library Surveys (qualtrics.com)

• Click on the survey name under ‘My Projects’
• Click ‘Tools’
• ‘Auto-Number Questions’
• Click on the ‘Number type’ you would like to use (and change/remove prefix if desired)

This will add the numbers to your survey edit page. To have them appear on your actual survey that is distributed, go to ‘Survey Options’ and make sure the option ‘Show Question Numbers’ is checked.

Click into your survey and then the Distributions tab. The first time it should show you a few options, the Web tab will have the Anonymous link available on it. When you revisit it later, there will be an Anonymous option on the left side, which will display the activated shareable link. This link can be emailed or posted on a webpage to allow anyone to respond to the survey.

Yes – Make sure to use Download Data instead of downloading a report. To access the Download Data option:

• From the ‘Data & Analysis’ tab
• Click on ‘Export/Import’
• Choose ‘Export Complete Data Set’
• Stay on the landing CSV window
• Click on ‘More Options’
• Select ‘Use Choice text’

When downloading your results, be sure to select the option to download “Answers as Labels”

• From the ‘Data & Analysis’ tab
• Click on ‘Export/Import’
• Choose ‘Export Complete Data Set’
• Click on More Options on the CSV window
• ‘Download Data’
• Select ‘Use Choice text’